Workforce qualification management that checks tomorrow's crews against every worker's authorisation on the job day
No one on energised work without a current authorisation.
See one case, screen by screen ↓A utility's field and plant workers hold many authorisations between them — HV switching, live working, confined space entry, work at height and pole-top rescue, first aid, MEWP and excavation tickets, water treatment operator certificates and chlorine handling. Each has its own cycle, its own renewal steps and its own issuer, and they sit in the learning system, a switching register spreadsheet, the state water operator portal and paper certificates in the depot. The training coordinator is the join between them.
Crews are built from the rota and the job, not from the authorisation. Nobody checks a worker's tickets against the date of the work, so a lapse surfaces at the site briefing, at audit, or after an incident. A reassessment cancelled for storm response is easy to forget, and in Pennsylvania, for one, a water operator who has not completed the continuing-education hours by expiry is not renewed. OSHA 29 CFR 1910.269 asks the employer to certify each employee's training and keep that record for the duration of employment.
Estimated split of a month's authorisation work for one depot and works, in hours, by hand and with the solution.
Six agents read every certificate, check tomorrow's schedule against the matrix and find cover; a supervisor reassigns and signs.
Lumina Utilities runs the Northgate depot and the Fernhill water works. It is Tuesday 13 October 2026. Dispatch closes tomorrow's schedule at 17:55, and crews are texted their jobs at 19:00. Here is what happens in between, screen by screen, in the working solution.
The schedule checker reads Wednesday's schedule — 212 assignments, 61 jobs, 9 depots and works — and matches each role to the 341 requirements in task map version 12. It checks every authorisation on the job date, then rest and the standby rota under the 11-hour rule, with 14 people on standby tonight. It flags 2 conflicts and sends them to Marcus Bell and the Fernhill duty manager at 18:01.
“Flagged 2 conflicts · WO-26-48213 switching lead · WO-26-48251 confined space entrant”
Marcus builds Northgate's crews and signs off switching programmes. The matrix puts workers down the side, by crew, and ten authorisations across — Electrical, Safety, Plant, Water — each cell showing its expiry. On Today, Ravi Menon's HV 33 kV cell is amber: it expires within 7 days. On Tomorrow it is red and outlined, because the Harrow Lane job needs it that day.
Lumina safety rules 4.6: “An authorisation that expires on the day of the work shall be treated as not current for that day.”
Marcus opens Ravi's HV 33 kV cell: HV switching, Senior Authorised Person to 33 kV, issued by the authorisation panel. It expires on 14 Oct 2026, one day from today, so on 14 Oct it shows Expired. The certificate reader took that date from the switching authorisation register, line SAP-33-0417, and the cell cites it. To renew, Ravi needs a refresher course, a practical reassessment and panel sign-off.
Register line: “Expires: 14 Oct 2026 · Reassessment: booked 29 Sep 2026 — cancelled (storm response)”
WO-26-48213 is the T2 outage at Harrow Lane 33/11 kV primary, switching programme SP-1184, 07:30–15:00, crew NG-3. The renewal rules checker shows Ravi's refresher done on 22 Sep, the reassessment cancelled and never rebooked, and the panel sign-off waiting on it. The cover finder ranks three people on four checks: authorised on the day, rest, travel and knowing the site.
Tomasz Novak, 96: “SAP 33 kV to 2 May 2027 · off shift 16:00 today · 15.5 h before 07:30 · 18 km · 24 min · switched at Harrow Lane on 3 Jun 2026”
Grace Adeyemi is authorised to 19 Aug 2028 and knows the site, but she is on the standby rota until 07:00, which breaks the 11-hour rest rule: 41. Hamid Qureshi is an Authorised Person to 11 kV only and has no visit on record: 12. The cover finder ranks from the matrix, the rota and the work logs. It proposes; Marcus decides.
“Ranked by the cover finder at 18:01 from the matrix, the rota and the work logs. It proposes; Marcus Bell decides and signs.”
Marcus moves the Senior Authorised Person role on WO-26-48213 from Ravi Menon to Tomasz Novak. The reason is drafted for him and kept in the audit trail: the authorisation expires on the job day under safety rules 4.6, the reassessment is not done, and Tomasz is authorised, rested and 24 minutes away. Dispatch, both men and the Northgate control room are told.
“Signing as Marcus Bell, network operations supervisor. The agents proposed this cover; only you can make it.”
Switching programme SP-1184 now names T. Novak as Senior Authorised Person in charge, and Tomasz gets WO-26-48213 in the 19:00 dispatch text. Ravi's Thursday job at Mill Street stays, because his 11 kV authorisation is current. His practical reassessment for HV switching 33 kV is booked for Fri 16 Oct at 09:00 with Dr. Helen Marsh, Senior Authorising Engineer, at the Northgate training substation.
“What changed when it was signed · signed 18:42”
The second flag tomorrow is the clear-water tank 2 internal inspection at Fernhill: entrant Jordan Pike's confined space certificate expired on 9 Oct. The 7-day crew board shows two more ahead — Corn Market LV link box on Fri 16 Oct, where the appointed first aider's certificate expired on 30 Sep, and Fenwick Lane pole replacement on Mon 19 Oct, where the MEWP operator's ticket expires on 18 Oct.
Ravi's reassessment sits on the board: “09:00 · training · Ravi Menon — reassessment”
Across Lumina, 38 authorisations expire in the next 30 days. With Ravi's reassessment booked, 30 are booked and 8 are not, each with a slot proposed. Six water operators have a training-hour gap. Aisha Rahman, Class 3 treatment at Fernhill, has 21 of 30 hours with certificate WTO-3-2291 expiring on 23 Nov — 41 days. The planner proposes Membrane filtration operations at Lumina Academy on Thu 22 Oct (6 h) and an online Disinfection by-products control module (3 h), which closes the gap.
“A water operator certificate is renewed only if the approved hours for its class are in before expiry. A missed renewal lapses the certificate.”
Samuel answers inspectors and internal audit. He builds the evidence pack for Ravi Menon: 14 documents, 14 pages — the index, the panel letter for SAP-33-0417, the refresher certificate, the reassessment record with its rebooking, his other authorisation letters and certificates, the switching log extract of 28 programmes led in 12 months and the annual supervision check. It was built in 1 min 40 s.
“No medical or personal data · every page cites its record”
The same evening's check, seen by the five people it touches — what their month looked like, and what it looks like now.
Six agents read every certificate, check tomorrow's schedule against the matrix and find cover; a supervisor reassigns and signs.
Reads certificates, transcripts, assessment sheets and authorisation letters and extracts holder, type, level, issuer, issue and expiry, quoting the line each value came from.
Applies each authorisation's cycle and renewal steps — refresher, practical reassessment, training hours by class — and works out the valid-to date and what is missing.
Every evening at 18:00, after the 17:55 dispatch cut-off, checks tomorrow's assignments and the next 7 days against each worker's authorisations on the job date, with the expiry-day rule and the rest rule.
Ranks replacements for a flagged role: authorised on the job date, rested, near, and familiar with the site, explaining each check.
Books refreshers and reassessments before expiry, plans training hours for water operators, and reminds the employee and manager at each alert day.
Builds an audit-ready pack per person, crew or task — certificates, assessments, panel sign-offs and assignment history, each page cited.
Reassigns and signs; the authorisation panel alone authorises. The agents propose; a named person decides.
Ask about a worker, tomorrow's crews or a renewal — or say what to change. Every answer points to its record.
Who can cover Ravi Menon's switching job tomorrow?
Tomasz Novak is the best cover. He is a Senior Authorised Person to 33 kV until 2 May 2027, goes off shift at 16:00 today so he has 15.5 hours of rest before 07:30, and led switching at Harrow Lane on 3 Jun. Grace Adeyemi is authorised but on standby until 07:00, which breaks the 11-hour rest rule.
Which water operators could lose their certificate this year?
Six operators have a training-hour gap. The closest is Aisha Rahman: 21 of 30 hours approved, certificate WTO-3-2291 expires on 23 Nov — 41 days. A certificate not renewed by expiry lapses, and she is Fernhill's operator in charge on four shifts this week.
Show the matrix as of next Monday
Here is the matrix for Mon 19 Oct. Femi Okoro's MEWP ticket has expired by then, and he is the MEWP operator on the Fenwick Lane pole replacement that day — flagged in red. Over the next 7 days there are 4 conflicts in all.
Warn me 120 days before any HV switching authorisation expires
Done. HV switching authorisations (33 kV and 11 kV) now alert at 120, 90, 60 and 30 days, so a reassessment has time to be rebooked if it is cancelled. It applies from tonight's run; you can change it in Rules.
13 screens from the working solution, on its sample data. Pick one to see it large.
How the nightly check counts an expiry, when it runs, the rest rule and who decides are settings, chosen by the utility.
| Setting | Default | Choose from |
|---|---|---|
| An authorisation that expires on the job day | Does not count | Does not count · Counts — Lumina safety rules 4.6 treat it as not current for that day |
| Look ahead | 7 days | Tomorrow · 7 days · 14 days of the schedule checked each evening |
| Nightly check | 18:00 | 17:30 · 18:00 · 18:30 — after the 17:55 dispatch cut-off, before crews are texted at 19:00 |
| Rest between shifts | 11 h | 10 h · 11 h · 12 h — the cover finder never proposes someone with less rest |
| Default alerts | 60 · 30 days | 60 · 30 or 90 · 60 · 30 days before expiry; each authorisation can set its own in Rules |
| Cover search radius | 40 km | 25 km · 40 km · 60 km from the job site |
| Who is told about a flag | Text + email | Text to the worker and dispatcher; email to the manager |
| Who decides | Marcus Bell · Dr. Helen Marsh | Supervisor reassigns work and signs · authorisation panel issues, renews or suspends · training coordinator confirms records · HSE compliance owns evidence packs |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on the sample data of the fictional Lumina Utilities · “target” = the design goal, measured in the live solution · “estimated” = our estimate of where the hours go · “typical” = published figures (OSHA civil penalty adjustment, January 2025: $16,550 maximum per serious violation; CEWD 2023 workforce survey of 41 utilities: 56 % of workers with under 10 years of service). Regulatory context: 29 CFR 1910.269(a)(2) — training certified and kept for the duration of employment; Pennsylvania DEP water operator renewal — continuing-education hours by expiry. People, depots, works, jobs and records named on this page are fictional — characters and sample data in the working solution.
Software that keeps every worker's licences, authorisations and certificates current and checks them against the work they are given. Workforce Qualification Management puts switching authorisations, safety tickets and water operator certificates on one crew authorisation matrix, and every evening checks tomorrow's schedule against it.
The certificate reader takes each expiry from the certificate or register line itself. The renewal rules checker applies each authorisation's cycle and renewal steps. At 18:00 the schedule checker checks every role in tomorrow's schedule against the worker's authorisations on the job date, and flags conflicts to the supervisor before crews are texted at 19:00.
Yes. It tracks each operator's approved hours against what their class needs before expiry — in the demo, Class 3 needs 30 hours and Class 2 needs 20 — and alerts at 180, 90, 60 and 30 days. The renewal planner proposes approved courses inside rostered hours to close the gap.
The job is flagged with the reason and the cited record, and the cover finder ranks replacements on four checks — authorised on the day, rest, travel and site familiarity — showing every check that failed. The supervisor reassigns and signs, and the renewal planner books the missing step.
The evidence pack builder assembles a pack for one person, a crew or a task: current authorisations, certificates, assessments, panel sign-offs and assignment history, each page citing its record, with no medical or personal data. In the demo, Ravi Menon's pack of 14 documents was built in 1 min 40 s.
Yes. The agents read, check, flag, propose and book courses; they never assign or authorise. Only a supervisor reassigns work, with a signature and a reason, and only the authorisation panel issues, renews or suspends an authorisation.
Yes. Whether an authorisation that expires on the job day counts, the look-ahead, the check time, the rest rule, alert days, cover radius, notifications and approvers are settings. Each authorisation's issuer, cycle and renewal steps, and which work needs which authorisation, are kept in the authorisation catalogue and task map.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your safety rules, authorisation registers, training records and dispatch schedule — and it goes live once every quality gate has passed. We will walk you through it on your own records first.
We'll run Workforce Qualification Management on a sample of your own authorisation records and a week of your schedule.